Policies & Procedures

During your appointment as a postdoctoral scholar or fellow at CWRU, you will be subject to the applicable policies and procedures of CWRU and it's Board of Trustees. 

• Postdoc Parental Leave Policy (see procedures below)
• Time Away from CWRU - Postdoc Sick and Vacation Time Policy (and Holidays)
• Annual Review of Postdocs (see procedures here)
• Part-time Postdoc Benefits Policy (see procedures below)
• Unsatisfactory Performance and Corrective Action
• Teaching by Postdocs

University-Wide Policies and Expectations

From compensation to not smoking on campus to non retaliation, review some of the university-wide policies affecting everyone on campus. You can also find the policies governed by individual offices such as the Office of Equity, General Counsel, Public Safety, and other CWRU offices. Postdocs are expected to follow these CWRU policies.

Procedures

Childbirth and Paid Parental Leave (PPL)

Congratulations! Postdoc parents get Paid Parental Leave (8 weeks/40 working days). In addition to the 8 weeks Paid Parental Leave, they can use any (unused) sick and/or vacation time. Once paid leave is exhausted, postdocs may continue on unpaid leave for up to a total leave time of twelve (12) weeks. You can view the Postdoc Parental Leave Policy here, which outlines the policy and procedures.

If you are taking leave for the birth of your child, it is covered under the Family Medical Leave Act (FMLA). FMLA protects your job while you are on leave caring for yourself or a family member (or child). 

You will need to work with the Office of Postdoctoral Affairs (postdoc@case.edu) and the Leaves office (leaves@case.edu) to submit your paperwork in advance; please send all forms to both offices. The forms can be found on the CWRU Human Resources website here under the Leave of Absence section.

Forms to submit prior to going on Paid Parental Leave (PPL):

• Certificate of Healthcare Provider Personal Medical (only if birth mother)
  • Fill in Section 1, bring to your doctor and they will fill in Section 2 and return to you. 
• Leave of Absence Form (LOA)
  • Select Personal Medical. Select the Parenting option.
  • Note your current Sick and Vacation balances. Note how many of those days (if any) you will be using in addition to your 8 weeks of PPL.
  • Sign and get your supervisor's signature on the form. 

Submit once your child is born:

• Proof of Birth Documentation - this can be a scan of the crib card, discharge paperwork, or a document on hospital letterhead with the baby's name and date of birth. 
• IMPORTANT: Once your child is born, if you wish to add them to the postdoc health insurance plan, you must do so within 30 days of birth! Log into the Gallagher Benefits Portal and fill out a new Enrollment Form to add your child. 

Form to submit when you're returning to work:

• Certification By A Healthcare Provider for Returning to Work (only if birth mother)
  • Note; You cannot return to work without this form being submitted. 
  • Bring this form to your doctor and they will fill it out and return to you. 
• Leave of Absence Form (LOA) - the same form as before
  • Once you return to work, obtain your supervisor's signature on the bottom section to return to work. 

Medical Leave of Absence (LOA)

If you are taking a medical leave for yourself or to care for an immediate family member, the leave would be classified under the Family Medical Leave Act (FMLA). FMLA protects your job while you are on leave caring for yourself or the family member. 

You will need to work with the Office of Postdoctoral Affairs (postdoc@case.edu) and the Leaves office (leaves@case.edu) to submit your paperwork in advance; please send all forms to both offices. The forms can be found on the CWRU Human Resources website here under the Leave of Absence section.

FMLA is not an allotted amount of extra leave time you can take off, it is simply a job protection. You must use your sick leave when on FMLA. If you have exhausted your sick leave, you can utilize your vacation time, then you will need to go on unpaid leave if you have exhausted both sick and vacation time. 

You can use up to 12 days of sick leave to care for an immediate family member. 

Forms to submit prior to going on a Leave of Absence (LOA):

• Leave of Absence Form (LOA)
  • Select Personal Medical or Family Medical as appropriate. 
  • Note your current Sick and Vacation balances. Note how many of those days you will be using.
  • Sign and get your supervisor's signature on the form.
• Certification of Healthcare Provider for Family Member's Serious Health Condition
  • Fill in Section 2, give to your family member's doctor to fill in section 3 and they will return it to you. 

Form to submit when you're returning to work:

• Leave of Absence Form (LOA) - the same form as before
  • Once you return to work, obtain your supervisor's signature on the bottom section to return to work. 

Part Time Postdocs

The postdoc and PI should review and sign the Part Time Postdoc Acknowledgement form prior to them starting work part time and return the form to the Office of Postdoctoral Affairs. 

The PI is still responsible for the full monthly healthcare cost and the postdoc will receive the same coverage as if they were working full time. 

Sick and Vacation leave will be pro-rated based on the % FTE they will be working. For example, postdocs working 20 hours per week would only receive 5 sick days instead of 10 on their anniversary, and they would only accrue vacation leave at .66 days per month instead of 1.33 days. 

Part time postdocs are considered non-exempt and will therefore be paid hourly instead of salary. They will be paid twice monthly instead of once monthly.